Privacy notice

Draft: to be reviewed (including the operator's name, address and contact email) before the site goes live.

Who we are

Easier Promotion helps academics and the people who support them gather research evidence for promotion cases. [Operator name, address and contact email.]

What we collect

• Your account: your name, email address and a secure hash of your password (never the password itself), and when you signed up and last signed in.
• Academics you add: their name, affiliation and public research profile identifiers (such as Google Scholar, ORCID, Scopus, Web of Science and OpenAlex IDs), and promotion details you enter, such as grade and dates.
• Figures we fetch: public bibliometric data about those academics, such as citation counts, h-index and paper lists, with the date each was collected.
• Things you write: notes on key papers, criteria and evidence notes, and narrative drafts.
• Security records: hashed records of sign-in and reset attempts, kept for a day, to stop password guessing. We don't keep IP addresses or emails in these in readable form.

Academic directory

We also keep a directory of academics who haven't signed up, built from information universities and researchers publish openly: university staff profile pages (name, job title, department, research interests, and a work email address where the page publishes one), OpenAlex (research areas and publication record) and ORCID (an email address only where the researcher has made it public). Our crawler, EasierPromotionBot, follows each site's robots.txt rules. Each entry records where and when it was collected. We also keep a private copy of the profile page as it was when collected, so we can check what was published; it's replaced when the page is next collected and deleted with the entry. The directory is only visible to us. [Say what the directory is used for, and the lawful basis, e.g. legitimate interests, with a summary of your assessment.]

If you're in it, you can claim your entry: sign up with your university email, confirm it with the link we send, and confirm which entry is you. We then store your confirmed email on your entry, and any Google Scholar profile you choose to add. You can release your entry at any time from "Your profile", and deleting your account releases it and removes the email you confirmed.

If you're in it and want to be removed, email [contact email] with your profile page address. We'll delete your entry and make sure it isn't added again.

Why we use it

To provide the service you asked for (the legal basis is our contract with you), and to keep accounts secure (our legitimate interest). We don't sell your data, use it for advertising, or share it with other users.

Adding other people

If you add colleagues, you're responsible for having a good reason to do so, such as supporting their promotion, and for telling them. We only fetch public research information about them, and only you can see what you add.

Services we use

To fetch figures we send an academic's public profile identifier (never your account details) to: SerpApi (for Google Scholar), Elsevier (Scopus), Clarivate (Web of Science) and OpenAlex. When you ask for a narrative draft, the evidence on that academic's page is sent to Anthropic's Claude API to write it; Anthropic doesn't use it to train its models. Our hosting provider stores the database. [List the hosting provider and its location.]

Cookies

We use one cookie, to keep you signed in. It's essential, so there's no cookie banner. No analytics or advertising cookies.

How long we keep it

Until you delete it or your account. Deleting your account (Account → Delete account) immediately removes your account and everything in it.

Your rights

You can see and download your data (CSV export), correct it, or delete it at any time. You can also ask us for a copy, object to our use of it, or complain to the Information Commissioner's Office (ico.org.uk). Contact: [email].

Last updated 6 November 2026.